Privacy policy

This policy explains what personal data Site Genie collects, why, who it goes to, and your rights under UK data protection law (the UK GDPR and the Data Protection Act 2018).

Who we are

Site Genie is run by Genie Automations Ltd, a company registered in England and Wales (company number 17199440). We are the “controller” of your account data. Our Information Commissioner's Office registration number is ZC168010. For anything about your data, email hello@site-genie.co.uk.

What we collect

• Your account: your email address or mobile number, and sign-in details. If you continue with Google, Google tells us your name, email address and profile picture.
• What you put into Site Genie: chat messages, photos, drawings and documents, and the snags, estimates, contracts, RAMS, rates, routines and notes created from them.
• Details of other people you add: such as subcontractors' names, contact details, Unique Taxpayer References, CIS verification numbers and pay details.
• Payments: your plan, invoices and payment status. Stripe handles your card details, and we never see or store your full card number.
• Usage and security: what you use, its cost, errors, and basic technical data such as IP address, kept to run and protect the service.

Please don't upload more personal data than the job needs. Avoid photos where people can be identified, and health information or other sensitive details, unless you really need to.

Why we use it, and our legal basis

• To provide Site Genie and bill you, including answering your questions and sending sign-in codes: to perform our contract with you.
• To keep it secure, fix faults, control costs and prevent abuse: our legitimate interest in running a safe and reliable service.
• To keep tax and accounting records: our legal obligations.

We don't sell your data, and we don't use it for advertising. Admins can see account details, usage and costs, but our admin dashboard doesn't show your chats.

Details you add about other people

If you add details about subcontractors, staff or clients, you are responsible for having a lawful reason to use them and for telling those people where needed. We process that data on your instructions, as your “processor”.

AI and automated answers

Your messages, photos and the parts of documents needed to answer you are sent to an AI model to generate a reply. Site Genie doesn't make decisions about you that have legal or similarly significant effects. Answers can be wrong, so check anything important.

Who we share it with

We use these service providers to run Site Genie:

• Supabase: database, sign-in and file storage, held in London.
• Vercel: hosts the website and runs the app.
• OpenRouter: connects us to AI models, and passes your requests to the provider of the model being used: currently Google and OpenAI.
• Resend: sends sign-in codes and service emails.
• Cloudflare: checks that people signing in aren't bots (Turnstile). It sees technical details such as your IP address and browser.
• Google: lets you sign in with your Google account, if you choose to.
• Twilio: sends sign-in codes by text message, if you sign in with a mobile number.
• Stripe: takes payments and manages subscriptions.

When Site Genie searches the web, the search words go to outside services. We remove details we can recognise, such as email addresses, phone numbers and National Insurance numbers, first, but we can't recognise everything, such as names. We also share data if the law requires it, and whenever you choose to, such as sending a snag list link to a subcontractor. Anyone with that link can see that list until it expires after 60 days.

Transfers outside the UK

Some of these providers process data outside the UK, including in the United States. You can ask us which safeguards apply to each provider.

We choose which AI models Site Genie uses, and we'll update this policy before using a provider not listed here.

How long we keep it

We keep your account data while your account is open. If you ask us to delete your account, we delete its data within 30 days, except what we must keep by law, such as accounting records, usually for six years. We're setting fixed time limits for backups and error logs, and will publish them here.

Your rights

You can ask to see, correct, delete, restrict or move your data, and you can object to how we use it. To do this, or to close your account, email hello@site-genie.co.uk. We'll reply within one month. There's normally no charge.

We hope you'll come to us first, but you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint.

Cookies

We only use cookies and similar browser storage that are needed to keep you signed in and make the app work. We don't use advertising or analytics cookies, so there's no cookie banner. If that changes, we'll ask you first.

Security

Your data is encrypted in transit and access is restricted, so each account only reaches its own workspace. No service can promise perfect security. If a breach puts you at risk, we'll tell you, and the Information Commissioner's Office where required.

Changes

If we make important changes to this policy, we'll tell you by email or in the app before they apply.